Change Management Board Meeting July 28 th , 2010 Video Conference: - PowerPoint PPT Presentation

Change Management Board Meeting July 28 th , 2010 Video Conference: CO- Burns Video Bridge 1 Audio: 850 - 414 – 4977 7/26/2010 Change Management Board 1

Welcome and Call for Quorum Eric Gordin, CMB Chairman 7/26/2010 Change Management Board 2

Agenda Time Item Lead 1:30 - 1:35 Welcome and Call for Quorum Gordin 1:35 – 1:40 Previous Meeting Recap and Action Item Review Gordin 1:40 – 1:50 CMB Charter Gordin 1:50 – 2:00 SunGuide New Contract Krishnamurthy 2:00 – 2:15 Weather Alerts Krishnamurthy 2:15 – 2:35 Performance Measures Updates Krishnamurthy TPE’s EM Screen Enhancements (Vote) 2:35 – 2:45 Gordin District 2’s Enhancements (Vote) 2:45 – 2:55 Summerfield 3 Change Management Board 7/26/2010

Agenda (cont‟) Time Item Lead 2:55 – 3:10 DMS Multi-Threading Heller/Brown 3:10 – 3:20 Inrix Data for SunGuide Heller/Brown 3:20 – 3:30 EM Flags Heller/Brown 3:30 – 3:40 Miles Ahead DMS Heller/Brown 3:40 – 3:50 FL-ATIS Dashboard Heller/Brown 3:50 – 3:55 Other issues All 3:55 – 4:00 Action Item Review Gordin 4 Change Management Board 7/26/2010

Change Management Board Previous Meetings Recap and Action Items Review Eric Gordin 5 Change Management Board 7/26/2010

April 8th - CMB Action Items • Arun Krishnamurthy to check ITS Architecture to make sure 595 and 95 Express Lanes are included and that High Speed Rail and Space Port will be added in the future. • CO will schedule a performance measures meeting with the Districts to discuss if the incident data is collected consistently across each district TMC. • SwRI will provide whitepaper on TMC Failover for review available week of April 12th. • Districts to review CMB process document and provide comments to CO and/or CMB chair. 6 Change Management Board 7/26/2010

Change Management Board CMB Charter Eric Gordin 7 Change Management Board 7/26/2010

CMB Charter Update Section Summary of proposed change CMB Approval 4.1 Change Add “MDX and other agencies approved by the CMB” to the list Management Yes/No of CMB members. Board 4.2 Chair Add a new subsection for Chairperson with duties and Yes/No person responsibility and serving term. 4.3 Co-chair Add a new subsection for Co-Chair with duties and responsibility Yes/No role and serving term to help a new Chair in the transition 4.1 Change What is the Chairperson’s term, 1 year or 2 years? Management Yes/No Board Is there a need to add SSUG’s role in the CMB process? 4.5 SSUG Yes/No 8 Change Management Board 7/26/2010

CMB Charter Update Section Summary of proposed change CMB Approval Add “MDX” to voting member list “Each of the seven Districts, 7. Voting FTE, MDX and Central Office has one vote apiece”. This makes process for Yes/No a total of 10 votes – what should quorum be? CMB 7. Non-voting Develop a list of non-voting members as an appendix of this Membership to charter and present at each CMB meeting. Add that as Yes/No the CMB Attachment . 9. Meeting Un-associate CMB meetings with ITS WGM Yes/No Frequency 11.2 Change Request removing the format for providing change requests. Yes/No Requests These are not followed currently. 13. Annual Modify the section to be optional or Remove entire section Yes/No Review 14. ITS Yes/No Deployment Remove entire section Database n/a Minor wording changes where applicable 9 Change Management Board 7/26/2010

Change Management Board SunGuide New Contract Arun Krishnamurthy 10 Change Management Board 7/26/2010

New Contract  Contract includes – Support – Maintenance – Development Enhancements  Majority of staff carry over from previous SunGuide contract  SwRI staffing – PM: Robert Heller – SPM: Tucker Brown – Phone Support: Hector Iruegas, Brent Becker – Florida Support: Mary Thornton (MCO), Lucent TBD (MIA) – San Antonio Support: Jose Perez – Others as needed 11 Change Management Board 7/26/2010

Support  Phone Support: – Critical failures – Failures – External failure  Footprints – Defect – Deployment / Configuration – Enhancement 12 Change Management Board 7/26/2010

Support Definitions  Critical Failure – Multiple subsystems failure – Failure of single critical (GUI, Databus) subsystem  Failure – Single Subsystem or driver failing  External Failure – SunGuide interfaces with external systems are failing 13 Change Management Board 7/26/2010

Support Definitions ( con‟t )  Defect – Software issue that can be compensated for through manual operation or that does not impact operation of the TMC  Deployment / Configuration Issue – Issue related to either an installation or configuration that is prohibiting proper operation of the software  Enhancement – Improvement to the software that can be included in a future release 14 Change Management Board 7/26/2010

Required Responses Category Required Initial Initial Response Response Time Critical Failure One hour Return the phone call Failure One hour Return the phone call Ext. Failure One hour Return the phone call Defect 1 business day Email to submitter Deployment / 1 business day Email to submitter Configuration Enhancement 3 business day Email to submitter 15 Change Management Board 7/26/2010

Required Responses Category Escalation Time On-site Response Critical Failure Two hours 4 Hours from FDOT PM Approval Failure 8 hours 1 Business Day from FDOT PM Approval Ext. Failure 12 Hours of contact 1 Business Day from FDOT with external POC PM Approval Defect 1 business day No Deployment / 1 business day 1 Business Day from FDOT Configuration PM Approval Enhancement 2 business weeks No 16 Change Management Board 7/26/2010

Required Responses Performance Measure Expected Performance Damages per Quarter ≤ 1 missed response Initial response to phone calls $5,000 for Critical Failure, Failures and External Failure ≤ 2 missed responses Initial response to deployment $1,000 configuration issues ≤ 4 missed responses Initial response to defects $1,000 ≤ 4 missed responses Document Deliverables $1,000 17 Change Management Board 7/26/2010

Change Management Board Weather Alerts Arun Krishnamurthy 18 Change Management Board 7/26/2010

Weather related crashes Road Weather Weather-Related Crash Statistics Conditions Annual Rates Percentages * (Approximately) 1,170,000 crashes 18% of vehicle crashes Wet Pavement Rain 739,200 crashes 12% of vehicle crashes Fog 38,700 crashes 1% of vehicle crashes Snow/Sleet 232,600 crashes 4% of vehicle crashes 197,300 crashes 3% of vehicle crashes Icy Pavement 168,400 crashes 3% of vehicle crashes Snow/Slushy Pavement Total Weather- 1,561,400 crashes 24% of vehicle crashes Related

Needs  Clarity among Districts regarding dissemination of weather messages  Need to ensure consistency for FLATIS  FDOT has obtained DTN feed at $100,000 for 5 years. Not being used by all districts.

Review of other States  Almost all states surveyed have some form of weather message distribution system.  States post mostly advisory messages and not control messages.  Mostly no predictive messages about future but only after the fact messages.  Messages are posted as long as the weather conditions persist.  Some DMS messages ask travelers to call 511 to get more details. Some DMS messages ask travelers to listen to weather channel or other stations

Weather events provided by DTN Hurricanes, Tornado, Flash Floods, Flooding, Severe Thunderstorm, Heavy Rain, Tropical Storm and Tropical Depression. Fog, High Wind, Strong Wind, Severe Hail, Freezing Precipitation, Freezing Rain Wind, Light Snow, Light Rain

FL-ATIS  What event types needs to be provided to FL-ATIS? – Need for Consistency and Clarification.

Recommendations FDOT‟s Weather Conditions Weather Event Type Recommendation Severe Weather Hurricanes, Tornado, Flash Floods, Strongly Condition Flooding, Severe Thunderstorm, Heavy Recommended Rain, Tropical Storm and Tropical Depression. Moderate Weather Fog, High Wind, Strong Wind, Severe Recommended but Condition Hail, Freezing Precipitation, Freezing optional Rain Mild Weather Wind, Light Snow, Light Rain Optional Condition

Change Management Board Performance Measures Updates Arun Krishnamurthy 25 Change Management Board 7/26/2010

Performance Measures: Report Template Changes  Event Data Entry Discussion – Districts and CO met to come up with data entry consistency – Districts provided PM report template comments  Performance Measures Templates – Minor formatting enhancements – Consistent comparison between all, RR only, & w/o RR – Annual and Weekly PM reports released – Flagged and Full Detail reports enhanced to better assist auditing  Lanes Reopened Date issue – 4.2.2 bug: included shoulder closure in open roads duration – 4.3 fixed the bug for new events; not for old event – SwRI provided database script to correct historical data

Change Management Board TPE‟s EM Screen Enhancements Eric Gordin 27 Change Management Board 7/26/2010

EM Screen - Event Details  Consider drop-down list for Crash Types, in place of HAZMAT, Fire, and Rollover 28 Change Management Board 7/26/2010